Volunteer Position Descriptions

IMPORTANT TO NOTE:

As you can see below, it takes MANY volunteers to run a meet efficiently and make it a successful event!  Although it is really important to have FUN at the meet, it is essential that all volunteers take their positions seriously and dedicate the time and effort needed to do the job right.  All families are required to fulfill approximately 2 or more volunteer slots for the season.  Once slots have been assigned, if your plans change and you cannot fulfill your slot, it is the family’s responsibility to find their own replacement and notify the Volunteer Coordinator prior to the meet.  At HOME meets, if you are assigned a volunteer assignment, it is expected that you will arrive at the meet at least 30 minutes prior to the meet to check in and begin your assignment.  PLEASE do not wait until 8:00AM to arrive because others will have to step in and help set your things up if you are not there!

Stroke and Turn Judge

Starter

  • Keeps the events moving along consistently
  • Announce events, calls swimmers up for events
  • Operates “Start System” to begin each heat
  • Judges false starts
  • REQUIREMENTS:  GASL Training prior to season (training sessions offered)

Timers

  • Three timers at the start/finish of each lane time the swimmers with stopwatches
  • One of the three timers also records the swimmers times
  • REQUIREMENTS:  None

Head Timer

  • Keeps a “master” time on a stopwatch in case a Timer’s watch malfunctions
  • Assigns Timers in each lane to ensure proper number and combination exists
  • Checking visually to make sure all Timers are ready for next event
  • REQUIREMENTS:  None

Lane Organizer

  • Use meet program to assemble swimmers in order for every event
  • Line up swimmers on benches and walk to starting end of pool
  • Work with Kid Finder to locate swimmers that have not checked in
  • REQUIREMENTS:  ¼ cup organizational skills, ¼ cup cheerleader, ½ cup patience J

Kid Finder:

  • Works with Lane Organizer to locate swimmers if they have not checked in
  • REQUIREMENTS: None

Runner

  • Collects the recorded swim times from the Timers and delivers them to the IT/Computer table
  • REQUIREMENTS:  None

IT/Computer Assistant

  • Assist in reading times to scorekeeper for data entry (Away meets)
  • Cross check entered data against actual Timer sheets
  • Assemble clipboards with event sheets for Timers (Home meets)
  • Ensure enough programs are assembled and distributed for all coaches and essential positions (Home meets)
  • REQUIREMENTS:  None

Ribbon Clerk:

  • Adhere printed labels onto appropriate ribbons
  • File completed ribbons into file box by age group for coach to hand out at Monday practice
  • Assist scorekeeper with various duties
  • REQUIREMENTS:  None

Heat Winner Ribbon “Fairy”

  • Carefully watch each heat to determine winner of heat
  • Hand out “Heat Winner” ribbons to the swimmer that won the heat
  • REQUIREMENTS:  None

Relief Worker

  • Provide bathroom breaks to all non-trained positions for the duration of the meet
  • Check in with all Timers regularly
  • Hand out water to all swim meet workers, specifically Timers who spend lots of time standing in the sun
  • REQUIREMENTS:  None

Concessions

  • Assist in Concessions with selling and distribution of all food items
  • Replenish food items during meet, work with grillers
  • Provide water cups for Relief Worker to distribute during meet
  • Set up and clean up of concessions items and area
  • Possibly sell and work now cone machine

Concessions Griller

  • Grill burgers, hot dogs for duration of meet

Special Events Coordinators

  • 2-3 people to plan and coordinate special events such as
    • Bay Hills pep rally
    • All Big Duck/Little Duck events (approx 2-3)
    • End of season party
    • Any other event that comes up

Set Up and Take Down

  • Fully set up pool according to directions prior to meet
  • Saturday meets – set up takes place the night before (shortly before 8PM)
  • Any weeknight meets – set up takes place the afternoon of the meet between 3-4pm
  • Take down takes place immediately following meet until all items are put away and everything is back in place
  • REQUIREMENTS: None – directions for set up will be provided

All department chair positions are volunteer filled and are typically determined prior to registration.  If you are interested in shadowing a department chair this year, or volunteering for a department chair position next year, please notify the Volunteer Coordinator and Swim Team Director(s).  The following is a list of department chair positions:

          Swim Team Director
          Swim Team League Rep
          Volunteer Coordinator Chair
          Concessions Chair
          IT/Computer Chair
          Merchandising Chair
          Swim Team Webmaster
          Swim Team Treasurer